HomeMy WebLinkAboutCS 37-24Report to Council
Report Number: CS 37-24
Date: October 28, 2024
From: Laura Gibbs Director, Community Services
Subject: Safety and Security -Security Camera Procurement
-File: A-1440-001
Recommendation:
1. That the quotation submitted by Phantom Security Group in response to Request forQuotation No. Q2024-24 for security camera upgrades in the amount of $304,579.04 (net
HST) or $338,221.61 (HST included) be accepted;
2.That the total gross project cost of $338,222.00 (HST included) and the total net projectcost of $304,579.00 (net of HST rebate) be approved;
3.That Council approve the re-allocation of the 2024 Library Capital Budget for cameras
from the Central Library ($20,000) to the George Ashe Library for the same dollar amount(C10900.2411);
4.That the Director, Finance & Treasurer be authorized to finance the net project cost of
$304,579.00 as approved in the 2023 & 2024 Capital Budgets as follows:
a)The sum of $99,000.00 to be funded from the Casino Reserve;
b)The sum of $40,000.00 to be funded from the Self Insurance Reserve;c)The sum of $73,079.00 to be funded from the Rate Stabilization Reserve;d)The sum of $45,000.00 to be funded from the Facilities Reserve;
e)The sum of $27,500.00 to be funded from the Operations Centre Reserve Fund;f)The sum of $20,000.00 is to be funded from the Major Equipment Reserve; and,
5.That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in the report.
Executive Summary: The purpose of this report is to award Quotation No Q2024-24 for the installation of security cameras at City Facilities and Parks.
Q2024-24 was advertised on the City’s bids&tenders portal on Wednesday, September 11,
2024. The submission deadline was Thursday, October 3, 2024. Three companies submitted
quotations for this project. The Evaluation Committee comprising of three staff from
Community Services reviewed and evaluated the quotations received using criteria outlined in the bid document.
CS 37-24 October 28, 2024
Subject: Safety and Security Page 2
Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked quotation submitted by Phantom Security Group, in the amount
of $338,221.61 (HST included), is recommended for approval.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy Community.
Financial Implications: 1. Tender Amount
RFQQ2024-24 $299,311.16 HST (13%) Total Gross Tender Cost
38,910.45 $338,221.61
2. Estimated Project Costing Summary
RFQQ2024-24 $299,311.00
Total Project Cost $299,311.00 HST (13%) 38,911.00 Total Gross Project Costs $338,222.00
HST Rebate (11.24%) (33,643.00)
Total Net Project Cost $304,579.00
3. Approved Source of Funds
Approved Code Source of Funds Funds Available Funds Required
C10700.2302 Casino Reserve $22.000.00 $22,000.00 C10700.2313 Casino Reserve 22,000.00 22,000.00
C10700.2314 C10225.2104 C10225.2104 C10320.2436
C10215.2104 C10300.2401 C10900.2411
Casino Reserve Self Insurance Reserve Casino Reserve Rate Stabilization Reserve
Facilities Reserve OP Centre Reserve Fund Major Equipment Reserve
22,000.00 40,000.00 33,000.00 100,000.00
45,000.00 27,500.00 20,000.00
22,000.00 40,000.00 33,000.00 73,079.00
45,000.00 27,500.00 20,000.00
Total Funds $331,500.00 $304,579.00
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Subject: Safety and Security Page 3
Project Cost under (over) approved funds by $26,921.00
The Security Camera Project is fully funded by approved Capital Budgets utilizing 2023 and 2024 budget, as well as the approved 2024 Capital Budget of the Pickering Public Library.
Discussion: The purpose of this report is to award Quotation No Q2024-24 for the installation of security cameras at City Facilities and Parks.
1. Security cameras will be installed in several locations. 1) This project will provide for the installation of exterior security cameras at City of Pickering Fire Stations 2, 5 and 6.
2) The camera system at the George Ashe Library & Community Centre (GALCC) is obsolete and at the end of life. This project will install a modern system and allow the Main Branch of the Library to access the GALCC Library remotely.
3) Cameras will be installed in four City parks. David Farr Park, Brockridge Park and
Centennial Park all have washroom buildings, and cameras at these locations will deter
crime. A fourth Park, Esplanade Park will have a camera placed near the gazebo. 4) Exterior cameras will be added to the Chestnut Hill Developments Recreation Complex (CHDRC) and the CHDRC Arena. This will allow for coverage of the exterior parking
lots. It is anticipated that there will be more public and staff parking at this location due to construction in the area starting in 2025. Interior cameras will be installed inside each salon of the CHDRC. 5) All the exterior cameras at the Don Beer Arena will be replaced.
6) Additional exterior cameras will be installed at the Operations Centre to view the location of heavy equipment parking as well as the location of a new shed to be
constructed on the east side of the property. 7) New exterior cameras will be added to City Hall. One camera will view the new park.
Other cameras will view the west side of Esplanade Park. 2. Security cameras support safety in community spaces.
The installation and commissioning of these security cameras will enhance the level of security
for members of the public and staff at City parks and facilities. Priority three in the Community Safety & Well-Being Plan (approved by Council through Resolution #491/24) aims to create safe and welcoming neighbourhoods by creating safe, clean, attractive, and welcoming
spaces. Park design, neighbourhood beautification, safe trails that promote healthy living,
public art, spaces that promote healthy lifestyles, lighting, and cameras, and road safety all
contribute to this priority area. The provision of security cameras in facilities, parks, and pathways is one of the strategic action items identified in the Plan. This initiative supports the implementation of the Community Safety & Well-Being (CSWB) Plan.
When community engagement was conducted in 2023 as part of the development of the CSWB Plan, Pickering residents ranked the following as the number one priority: to live in a clean, safe, attractive, and welcoming community with safe trails, walkways, public art, well-lit spaces, and spaces that promote healthy lifestyles. When polled in 2023, 85% of Pickering
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Residents felt that it was important or very important that they City monitor public spaces with cameras or provide security measures to assure the safety of community spaces.
All components of the security camera project have been vetted by Information Technology staff and meet the Cyber Security requirements of the City.
3.A competitive procurement process was followed.
Q2024-24 was advertised on the City’s bids&tenders portal on Wednesday, September 11, 2024. The submission deadline was Thursday, October 3, 2024. Three companies submitted quotations for this project. The Evaluation Committee comprising of three staff from
Community Services reviewed and evaluated the quotations received using criteria outlined in the bid document.
Subject to receipt and approval of all pre-conditions of award required in accordance with the
bid document, the top-ranked quotation submitted by Phantom Security Group, in the amount
of $338,221.61 (HST included), is recommended for approval..
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Michael Cain, CD, CPP Cathy Bazinet, CPPB, NIGP-CPP Supervisor, Safety, Security & Well-Being Manager, Procurement
Original Signed By
Laura Gibbs, MBA, MSc. Director, Community Services
Original Signed By
Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer
LG:mc
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Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A. Chief Administrative Officer